Recording your Purchase Orders

[sonie]

How do you record/report your ICT Purchases?

 

Do you use an Access Database, Excel or online system to record your purchases, create a PO and report back on your expenditure?

 

We currently have an Excel System, but that doesnt do everything we want so are looking into something better.

[howartp]

Our whole-school finance system is Corero Resource32000, now bought out by Civica.

 

Online webclient for departments to raise POs, approve invoices and view their budgets, but a windows client for Finance team to manage everything.

[HTCPCP]

For me it's a seperate excel document per PO. Then it is a description of what the order is followed by the PO Number e.g. HP PCs for *department here* 123456

 

Each one is then in a folder for year and quarter.

[hardtailstar]

For me it's a seperate excel document per PO. Then it is a description of what the order is followed by the PO Number e.g. HP PCs for *department here* 123456

 

Each one is then in a folder for year and quarter.

 

Same here but saved in a month folder within a year folder.

[robyholmes]

I use the purchase system on Spiceworks here then check with Business Manager who much I have left. Works for us as we're small but I should think larger schools needs a more managed system.

[FishCustard]

A spreadsheet and folders for actual quotes/POs. Tempted to build a SQL DB though because as we grow (particularly as the team grows) that spreadsheet will become unwieldy.

[foofighterjim]

I just have a folder for each Financial year with a spreadsheet with my budget totals, the spreadsheet has separate tabs for each budget. I create word docs named with the PO number and I simply reference this number along with supplier and amount on the Spreadsheet (if I need more detail I go back to the Word doc).

 

I just get Finance to run a report against my budgets every so often to make sure everything tallies.

[Jamman960]

At one point I used quickifile.co.uk to record my budget expenditure, it worked really well. We don't use official po's and an increasing amount is going on the school credit card. I tend to keep my own records of invoices in folders as PDF's

[sonie]

Thanks all for the suggestions so far, keep them coming. I will look into a few online systems too.

[localzuk]

All done in PSF here, though I keep track of my own spend against my budget plan in an Excel spreadsheet - so I know what's committed, what's extra etc...

[Cache]

Official purchase orders are all done through PSF, I keep track of the budget in a spreadsheet I've built taking into account prepayments and upcoming known/estimated costs and then just record the item/date/department/budget/quantity/supplier/cost so that once a month I can check the PSF budget to check that nothings been allocated to me that shouldn't have been.

[DrBeaker]

I investigate what I need for a job/running costs versus for a project.

 

Day-day running costs are requested via email and signed off on an invoice sorted out by Finance (there's more of them than there is IT and that's their job).

 

Project costs - will tell you when I actually get them signed off!